How We Build Your Database
Your involvement: three review calls. Our job: everything else.
Every NavioData project follows a clear eight-phase process. Your crew reviews at three key milestones — but the heavy lifting happens between those milestones, not during them. You stay in control without it becoming another job on your list.
Discovery
Understanding your vessel and requirements
We have an informal conversation about your vessel, your PMS, and what you need.
We assess your documentation availability and any specific requirements.
You receive
A detailed proposal with fixed pricing, clear scope, and confirmed timeline — delivered within 24 hours.
What we need from you
Sign the mutual NDA and confirm the proposal to get started.
Documentation Handover
The foundation of your database
We set up a secure shared folder where you upload your technical documentation at your own pace.
Once received, we catalog everything and prepare a documentation matrix — a clear summary of what we have, what's missing, and the impact of any gaps.
Essential
- Equipment list (or builder's delivery list)
- O&M manuals for all machinery and systems
- Spare parts lists
Important
- System drawings (P&ID, electrical, HVAC, hydraulic)
- Tag-to-equipment mapping
- Builder specifications
Helpful
- Existing PMS data
- Deck plans and GA
- Equipment photographs
- Class records and maintenance history
You receive
A documentation matrix showing the status of every system on your vessel.
What we need from you
Upload your documentation and nominate a single point of contact for the project.
Crew Review: Documentation
Your first milestone review
You review the documentation matrix and confirm which outstanding documents your team will provide.
Alternatively, provide equipment serial numbers and details so we can source missing manuals directly from manufacturers.
You receive
An agreed documentation baseline — so we both know exactly what the database will be built from.
What we need from you
Confirm outstanding documents or provide equipment details for sourcing. Any gaps that remain are noted in the final deliverable.
Equipment Hierarchy
Building the foundation
We build your complete equipment hierarchy — every system, sub-system, and component structured in a logical hierarchy aligned to your vessel's actual build and shipyard documentation.
Standardised naming conventions are established and documented for consistency across the entire database.
You receive
The full equipment hierarchy and naming convention document for your review.
Crew Review: Hierarchy & Naming
Your second milestone review
Your crew confirms the equipment structure reflects the vessel as actually built.
The naming conventions are reviewed to ensure they work for daily operational use.
You receive
A locked equipment hierarchy — the approved foundation for all maintenance tasks and spare parts.
What we need from you
Confirm the structure is correct, flag any missing equipment, and approve the naming conventions.
Maintenance & Spare Parts
System-by-system development
With the approved hierarchy in place, we work through each system individually — extracting maintenance tasks and spare parts together from the relevant OEM documentation.
Every task is linked to the specific equipment it applies to, with correct intervals and "whichever comes first" logic preserved.
Every spare part is linked to the equipment it serves, with manufacturer part numbers and descriptions.
You receive
Weekly progress updates on systems completed, any blockers, and updated timeline.
What we need from you
Respond to any clarification requests where documentation is unclear or conflicting.
Crew Review: Maintenance & Spare Parts
Your third milestone review
Your crew reviews the complete maintenance library and spare parts catalog.
This is where operational experience meets manufacturer documentation — your crew confirms everything is accurate, complete, and practical for daily use.
You receive
A locked maintenance library and spare parts catalog, plus quantity templates for your crew to define min/max stock levels.
What we need from you
Confirm tasks, intervals, and spare parts data. Flag anything missing from operational experience.
Quality Assurance & Delivery
Your complete database
The database goes through a full quality assurance process: naming consistency, completeness, traceability, duplicate and orphan checks — all verified against source documentation.
You receive the complete Excel master workbook along with a database guide explaining the structure, naming conventions, and how to maintain it going forward.
You receive
Your complete PMS database — a comprehensive Excel workbook that belongs to the vessel permanently.
What we need from you
Review during the review period. Any errors on our part are corrected at no charge.
Project Complete
Your vessel has a complete, professionally built PMS database.
After Delivery
Review Period
Operational vessels: 30 days from delivery.
New builds: 30 days from vessel handover — since systems can't be fully verified until commissioning.
Any errors or omissions on our part are corrected at no charge. After the review period, amendments are available at the ongoing support rate.
New Build Projects
New build projects follow the same process, but documentation arrives in phases as the build progresses. The documentation matrix is a living document, and systems are developed as their documentation becomes available.
The timeline can extend over several months depending on build status and documentation release.
Want the full picture?
Receive our introductory document pack — including the complete service specification, process guide, a sample vessel equipment hierarchy, and everything you need to evaluate NavioData for your vessel.